DATE

ACTION

March 14

• Purchase Requisitions including Request for Proposals over $100,000.  Consult with University Purchasing at least one week in advance of this date so that bid documents will be in final form for submission to DOAS State Purchasing.

March 17

• New Facility Modification Requests (FMR) submissions requiring design service contract with consultant.

April 11

• Approved Facility Modification Requests not requiring design services (including Sign Shop requests) and with a valid funding source.

May 01

• Purchase Requisitions requiring bid (transactions between $5,000 and $100,000, including sole source/sole brand requests). IT approval and review of license agreement or contract by Legal, if required, must be received prior to requisition submittal.

June 09

• Payroll account distribution adjustments for prior pay periods through May 31.

June 16

• Purchases against existing statewide contracts, except vehicles and certain computer related equipment, and those not requiring competitive bid (transactions under $5,000). Purchase card or express voucher transactions are preferred for purchases under $5,000. IT approval and review of license agreement or contract by Legal, if required, must be received prior to requisition submittal.

• Interdepartmental (Green Cards) transactions must be completed by June 16, 2008 to be charged to FY 08. The June 16 date includes the following areas: Auxiliary and Support Services (parking requests; Panther Express shuttle reservations; MARTA purchases); Mail Service (all charges); Panthercard (departmental PantherCash accounts); PantherDining (all charges including catering); University Bookstore (all charges); University Printing and Copy Services (all other printing and copy charges including stationery; business cards; general printing).

• All Purchase Card transactions recorded on your June 2008 Bank Statement will be charged to FY 08. Your June bank statement will not be received until July. Generally, vendors and the bank process card transactions within a few days of the purchase. The only way to know for certain what will be coming out of your 08 budget is to gain access to the bank’s software, the “WORKS” application. Please contact Purchasing to learn more about this software. 

June 23

• Petty Cash Purchases and Reimbursements must be made by 4:00 p.m.
• Payroll account distribution adjustments with effective dates of June 1 through June 20
• Consultant and Travel Requisitions must be entered and approved and signed contract/travel authorization delivered to Disbursements.
• Express Vouchers entered and approved and vendor invoices delivered to Disbursements.
• All cash and checks received by June 23, 2008 must be deposited by 4:00 P.M.
• Deferred Revenue/Prepaid Expenses: revenue for summer semester and FY 09 activities received prior to June 30, 2008 should be recorded in a deferred revenue account. Expenses that are paid in FY 08 that directly relate to programs/activities in FY 09 should be set up as prepaid expenses. Travel that must be paid in June for a trip in FY 09 must be set up as a prepaid expense.

June 30

• Journal entries must be entered and submitted for approval.

• Journal entries must be approved by final department approver.